AMPNEY CRUCIS PARISH COUNCIL

MINUTES OF THE EXTRAORDINARY PARISH COUNCIL HELD ON 11 OCTOBER, 2004, IN THE VILLAGE HALL, AMPNEY CRUCIS.

Present:                  Councillors Gerald Gaden, David Vessey, Adrian Grazebrook, and John Dear.

Presiding:              Councillor David Vessey

Clerk:                      Mrs H Tonks

The meeting commenced at 7.00pm.  There were 3 members of the public present.

1. Apologies for absence

Councillors Peter Kelly and Sally Hebbs.  Councillor Hartshorne had a prejudicial interest in the playground and had withdrawn from the meeting.

2. Conflicts of interest

As this was an extraordinary meeting, the minutes of the previous meeting would be held over until the next scheduled meeting of the Council.  However, one item needed prompt clarification.

At the previous meeting, Councillor Hartshorne had not been allowed to vote on the Firs Farm House issue in the belief by the Chairman that she had a prejudicial interest.  Councillor Hartshorne had made representations on this matter and it was now clear that no such interest existed.

The Chairman had taken the opportunity to clarify certain matters with the CDC Standards Officer, James Ellis.  The outcome was that, if felt necessary, it was acceptable for a Councillor with a prejudicial interest to be present at a discussion on an issue, but not to vote on that issue, where:

· The Councillor had technical knowledge about the issue which would enable Councillors to take a more informed decision and/or

· The matter being discussed was of a technical  rather than specific nature.  For example, in the Firs Farm House discussion, the matter before the Council was not to debate the merits of a particular planning application, it was to debate whether or not an amendment to a previously accepted planning application was a minor amendment or more substantial.

The advice from Mr Ellis was that these considerations would not apply if the matter was a contentious one in the parish.   As a general rule, it was to the benefit of all Councillors if Councillors with a prejudicial interest withdrew from meetings where the issue was being discussed.

3. Proposed playground

3.1           GCC licence

Councillor Grazebrook had spoken to Nick Peregrine at GCC and confirmed that at that time there were two points outstanding before drafting the licence.

· The approval of the Governors was required.  Subject to a legal licence between the Parish Council and the County Council this approval has now been given.

· An additional pedestrian gate into the property will be required further up Allotment Lane to prevent wear and tear to the football field.  It would also be necessary to open up the fence at this point for a short time during installation of the playground to allow lorries in..

A meeting will be held at the school on Wednesday 20 October, 2.30pm, to confirm what details will be required in the licence

3.2           Gate

It is hoped that the gate will not be an integral part of the licence, but be an agreement that it will be installed.  Within the licence the school will have the power to insist that the playground be removed if the school are unhappy.  Therefore if the school were unhappy with access arrangements they would have the power to ensure that access is suitable or the playground would have to be removed.

It is suggested that the gate is placed in area of the fence where the ground has already been culverted.  This is opposite a farm gate giving access to the field.  Subject to the approval of the landowner/tenant, this gateway could also be used to provide a reversing circle for the lorries that will be used when building the playground.

It is suggested that the fence is taken out in this area, to allow access for the materials, and then replaced, with the gate to allow public and disabled access.

Councillor Gaden left the meeting.

3.3           Financial position of the Playground Committee

Papers showing the playground committee’s financial position were circulated. These figures were amended slightly at the meeting and the final version is shown on page 528 of these minutes.

A shortfall of £3,495 is required to ensure that all monies are available to purchase the equipment.

The Countryside Agency have now confirmed that all funding must be in place by 5 February 2005.  The Countryside Agency were informed that there was a potential shortfall of £2,495.  However, this shortfall has increased by £1,000 to take account of the estimated increased costs of providing an extra gate, and the estimated costs of making good the playing field.

There was some discussion about how the remaining £3,495 could be raised.  It was suggested that local residents may wish to make interest free loans to the Parish Council, to be repaid when funds have been raised.  It was agreed that this might not satisfy the Auditor and that if money was to be borrowed, it would be done so from more recognised sources.

The Chairman recommended that as the Parish Council cannot take risks, no action is taken to purchase the equipment until full funding is available.  The Parish Council may incur some costs by proceeding with the lease, but this was necessary.

3.4           Action to be taken.

· An advisory working party will be set up.  Councillors Vessey, Kelly and Dear will represent the Council, with a vacancy available for a representative from the playground association.  This body will not be a decision making body, but will be for advice and discussion only.

The working party will report back to the Council, and where necessary, the Chairman would call an extraordinary meeting to allow the licence to be signed, and to agree to orders being placed when the full funding is available.

· Copies of all quotes will be sent to members of the working party to enable them to be fully aware of all terms and conditions.

4. Any other business

4.1           Park Corner.

The Clerk had spoken to County highways and reported that the area would be cleared again and seeded.  If the Council wish small white marker posts can be erected there to discourage drivers from driving over there.  It was agreed that the Clerk would contact the County Council and confirm that this would be satisfactory.

4.2           Water on Butcher’s Arms Lane.

Thames Water, County Highways and County Drainage are investigating water coming down Butcher’s Arms Lane.  As there is little prospect of this being resolved before winter, it was agreed that the Council ask for this area to be added to the salting run.

4.3           Firs Farmhouse.

CDC Planning Regulatory committee will discuss planning application CT 0607/F, Firs Farmhouse, on 13 October.  A retrospective planning application will also be made for a converted outbuilding at the property.

The Clerk had raised concerns that Parish Council comments are not always heeded.  Officers from the District Council confirmed that Parish Council comments are always noted.

The meeting closed at 7.55pm

Playground Association Financial Position
INCOME
Money raised by Playground Committee
Balance of Playground account	£2,876.41
Fete proceeds	£830.00
Car boot sale September 2004	£111.40
Total		£3,817.81
Grants and other income
Countryside Agency	£17,000.00
Cotswold District Council	£12,000.00
Crime Prevention Fund	£2,000.00
Parish Council	£1,475.00
Robert Pleydell Trust	£150.00
Total		£32,625.00
Total money raised or available			£36,442.81
ANTICIPATED EXPENDITURE (EX vat)
Playground equipment from Wicksteed	£21,488.50
Storage	£300.00
Bencrete skateboard equipment	£10,500.00
Fencing plus two gates	£4,500.00
Legal costs	£1,500.00
Post-installation inspection by RoSPA	£250.00
Benches	£100.00
Signage	£250.00
GPFA membership	£50.00
Gate into playing field (estimate)	£500.00
Reinstatement costs (estimate)	£500.00
Total anticipated expenditure			£39,938.50
Surplus/(shortfall)			-£3,495.69